Presentation on Project Proposal Writing

1. Project Proposal Writing
Prepared By: Muskan Pudasainee
Roll Number: 04
MPH (PHSM) 3rd Semester
School of Health and Allied Sciences
(SHAS)
Pokhara University
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2. Outline of the Presentation
• Project Proposal – An Introduction
• Importance of Project Proposal
• Key Elements of Project Proposal
• Tips for writing an effective Proposal
• Sample of Project Proposal
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3. Introduction
• A project proposal is a formal and comprehensive document that
outlines the plan and details of a proposed project.
• It serves as a persuasive communication tool to present the
project idea to stakeholders, potential sponsors, decision-makers,
or funding organizations to seek their approval, support, or
collaboration.
• The main objective of a project proposal is to convince the
audience that the project is worth undertaking, feasible, and
aligned with the organization's goals or the funding organization's
priorities.
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4. Importance of Project Proposal Writing
• Basis for clear communication
• Stakeholder alignment
• Basis for project planning
• Evaluation and decision-making
• Resource allocation
• Risk assessment and mitigation
• Legal and ethical considerations
• Accountability and monitoring
• Funding and sponsorship
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5. Key Elements of
Project Proposal
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6. 1. Project Outlines:
• Project Title: The name or title of the project, which should be clear and
concise, reflecting the project's essence.
• Project Description: A project description provides a detailed and
comprehensive explanation of a specific project. (Written in Short)
• Implementing Organization/Agency:
• Project Area: It defines the location or sector where the project activities
will be carried out and where the project's goals and objectives are
intended to have an impact.
• Start Date and Duration:
• Grants/Funding Agency: Who is funding the Project?
• Target Beneficiaries: Refers to the specific group of individuals,
communities, or entities who are expected to directly benefit from a
project
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7. 2. Introduction/Background of the Project
• The introduction or background of a project is the initial section of a
project proposal or project document that provides essential context and
sets the stage for the project's purpose and objectives.
• It serves to introduce the project idea and highlight the specific problem,
need, or opportunity that the project aims to address.
Things to consider while writing an Introduction:
• Opening Statement
• Context and Need
• Relevance and Importance
• Previous Efforts (if applicable)
• Project Vision
• Expected Impact
• Project Scope
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8. 3. Justification/Rationale of the Project
• The justification or rationale of a project is a critical section within
a project proposal or project document.
• It provides a comprehensive explanation and reasoning behind the
need for the project, including the benefits and positive outcomes
it is expected to deliver.
• The justification serves to encourage stakeholders, decision-
makers, or funding providers that the project is worth pursuing
and aligns with the organization's goals or the funding
organization's priorities.
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9. Things to consider while writing a
Justification/Rationale
• Problem Statement
• Urgency and Importance
• Relevance to Organizational Goals
• Addressing Gaps and Limitations
• Stakeholder Needs and Input
• Social, Economic, and Environmental Impact
• Risks and Opportunities
• Cost-Benefit Analysis
• Sustainability
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10. 4. Goals
• The goals of a project represent the overarching and specific
outcomes or achievements that the project aims to accomplish.
• Reflects the desired end results.
• The project goals should align with the project's purpose and
serve as the foundation for planning and execution.
Here's how to define the goals of the project:
• Broad Goal: Begin with a broad and concise statement that
encapsulates the overall purpose of the project. This statement
should be clear and easily understandable.
• Specific Goals: Break down the broad goal into specific,
measurable, achievable, relevant, and time-bound (SMART) goals.
Each goal should be distinct and contribute to achieving the
project's purpose.
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11. 5. Objectives of the Project
• What program aims to achieve?
• These objectives provide a clear and concrete direction for the program
and serve as a roadmap to guide its activities and measure its success.
• All objectives should be SMART i.e. Specific, Measurable, Achievable,
Realistic, and Time-Bound
• Specific - Be precise about what you are going to achieve
• Measurable - Quantify your objectives
• Achievable - Are you attempting too much?
• Realistic - Do you have the resource to make the objective happen
(human resources, finances, the right context and opportunities)?
• Time Bound - State when you will achieve the objective (Within a
month? By January 2024?)
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12. Examples of Project Objectives:
Project Goal: Enhance Food Security in Rural Communities of Kaski
District
Specific Objectives:
• Increase the adoption of improved agricultural practices by 50% among
targeted farmers within the next year.
• Provide training and support for the establishment of community
vegetable gardens in five villages of Kaski district within six months.
• Distribute drought-resistant seeds and farming equipment to 200
smallholder farmers by the end of the planting season.
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13. 6. Profile of the Project Area
• The profile of the project area provides a comprehensive
description and analysis of the geographical location or
community where the project will be implemented.
• It offers valuable insights into the social, economic, environmental,
and demographic characteristics of the project area.
• Understanding the profile of the project area is essential for
effective project planning, as it helps identify the specific needs,
challenges, and opportunities that the project should address.
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14. Here's how to create a profile of the project
area (Things to Consider)
• Geographical Information
• Demographics
• Socio-Economic Factors
• Infrastructure and Services
• Environmental Considerations
• Historical and Cultural Context
• Existing Initiatives and Projects
• Challenges and Opportunities
• Stakeholder Analysis
• Community Engagement
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15. 7. Project Strategies
• Project strategies are the specific plans and approaches that outline
how a project's objectives will be achieved.
• These strategies serve as the roadmaps to guide the project's
implementation and help project teams make informed decisions
throughout the project lifecycle.
• Strategies encompass a range of actions, activities, and methodologies
designed to overcome challenges and leverage opportunities to achieve
successful project outcomes.
• Project strategies should be tailored to the unique characteristics of the
project, its context, available resources, capacity, M&E plan and the
needs of the target beneficiaries.
• They should be well-coordinated and integrated to ensure an effective
project implementation.
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16. 8. Expected Outcome
• The expected outcomes of a project are the specific results and
benefits that the project aims to achieve upon its successful
completion.
• These outcomes are directly tied to the project's objectives and
represent the tangible and measurable changes or improvements
that will occur as a result of project implementation.
• Defining expected outcomes is crucial as they serve as benchmarks
for evaluating the project's success and impact.
• It should be linked with the objectives.
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17. Examples of Expected Project Outcomes:
Project Objective: Improve Access to Clean Water in Rural
Villages of Kaski District
Expected Outcomes:
• Increased availability of clean drinking water in target villages,
benefiting 1,000 households.
• Reduction in waterborne diseases, resulting in a 30% decrease in
water-related health issues.
• Improved sanitation practices, leading to a 40% decrease in water
contamination.
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18. 9. Project Design/Activities
• Project design encompasses the specific activities and
interventions that will be implemented to achieve the project's
objectives and expected outcomes.
• A project activity is a specific task or action that is undertaken as
part of a project to achieve its objectives and desired outcomes.
Project activities are the building blocks of a project's
implementation.
• It involves planning the step-by-step actions, resources, and
timelines required to execute the project successfully.
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19. Project Activities – Based on Previous
Example
• Community Needs Assessment
• Selection of Water Supply schemes
• Project Planning and Design
• Resource Mobilization
• Infrastructure Installation (RVT’s, Intake, Tap etc.)
• Water Quality Testing
• Community Training and Capacity Building:
• Awareness Campaigns
• Day Celebrations (World Water Day, March 22)
• Handover
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20. 10. Detailed plan of Action
• Creating a detailed plan of action involves breaking down the
project activities into specific tasks, assigning responsibilities,
setting timelines, and outlining the necessary resources.
Example:
Activity 1: Community Needs Assessment:
Task: Conduct water needs assessment survey.
Timeline: 2 weeks (Date Period)
Responsible: Project team and community volunteers.
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21. 11. Reporting, Monitoring and Evaluation
• Reporting, monitoring, and evaluation are essential components of
project management that help ensure the successful
implementation, accountability, and continuous improvement of a
project.
• Each of these activities plays a distinct role in understanding and
assessing the project's progress, impact, and adherence to its
objectives.
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22. Things to consider:
Report
• Frequency
• Content
• Formats
• Audience
Monitoring and Evaluation Plan
• Indicators
• Data Collection
• Data Analysis
• Timing: For evaluation(Formative Midterm etc.)
• Methods: Quan-Qual, Survey, Interview etc.
• Feedback Mechanism
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23. 12. Estimated Budget
• The budget is a crucial component of project planning, as it helps
ensure that adequate funds are available for successful project
implementation.
• It involves identifying all the costs associated with project
activities, resources, and overhead expenses.
• The budget should align with the project's objectives and
activities, and it should be realistic, accurate, and comprehensive.
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24. Things to consider:
• Project Activities and Resources Cost Estimations
• Personnel Costs (Separate cost for each activity)
• Materials and Equipment (Procurement, Purchases, etc.)
• Overhead Expenses (Rent, Salaries, Insurance, etc.)
• Office Supplies
• Contingency
• Project Management and Monitoring (Can include Travel Plan)
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25. 13. Sustainability Plan
• A sustainability plan for a project outlines strategies and measures
to ensure that the project's benefits and outcomes continue to
exist and thrive beyond the project's completion.
• A sustainability plan for a project outlines strategies and measures
to ensure that the project's benefits and outcomes continue to
exist and thrive beyond the project's completion.
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“Someone's sitting in the shade today because someone planted
a tree a long time ago”

26. Things to consider:
• Engage Stakeholders
• Capacity Building
• Local Leadership and Ownership
• Financial Sustainability
• Institutional Linkages
• Monitoring and Evaluation (Documentation and Knowledge
Sharing)
• Policy Influence: (Advocate for policies and regulations)
• Long-Term Planning (Vision and Plan)
• Exit Strategy
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27. Project Proposal by Logical Framework
• Log frame Matrix, is a systematic and results-oriented project planning
and management tool.
• It is widely used in the development sector to design, implement, and
evaluate projects effectively.
• The Logical Framework helps project planners and managers to clarify
project goals, objectives, activities, indicators, and assumptions,
fostering a clear understanding of the project's logic and potential risks.
• Components:
Vertical: Goal, Purpose, Outputs, Activities
Horizontal: Objectively Verifiable Indicators, Means of verification, Risk
and Assumptions
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28. Tips for Writing an Effective Project Proposal
• Understand the Requirements
• Use the provided format (Else use the standard format)
• Use visuals and graphics to enhance and explain abstracts concepts and
relationship
• Avoid vague language such as "Might, could, ought, may, should, hope, will
consider, it appears"
• Avoid the impossible promises
• Do not assume the reader will be intimately familiar with the subject
• Sequence the components/elements in a logical manner
• Mention References and Citations
• Review and Edit before final submissions
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29. Project Proposal Sample
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[MenstruACTION]
PROJECT DOCUMENT
Competition Agents of Change – Innovation for Children’s Rights
1. General Project Information
1.1 Project Title MenstruACTION: Unleashing adolescent as advocates for
Menstrual Health Management in Bidur Municipality of Nuwakot
district.
1.2 Country Nepal............DesktopExtraProject Management9-28-2018
Final MenstruAction Proposal.doc
1.3 Implementation
period
November 2018 – October 2019
1.4 Total budget of
project
Euro 43,552
1.5 GIZ programme
responsible for the
implementation
Name of
programme
Support to Health Sector Program
Project number
(PN)
2014.2134.6.001
Duration June 2020
Name of AV Valerie Broch Alvarez
Senior Technical Advisor
Cell: +977-9851128735
E-mail: valerie.broch-alvarez@giz.de
Objective (as
defined in PV)
1.6 Partners State partners Ministry of Health and Population (MoHP), Government
of Nepal
Non-governmental
partners
Visible Impact
(Please give a short information about organization.)
Visible Impact is a young woman led not profit organization
registered in Office of Company Registrars in 2015. It aims
to create visible impact on the lives of every women, girls
and youth through beneficiary partnered innovation. Visible
Impact has been conducting youth leadership programs in
Nuwakot, and school based menstrual health workshops
throughout the country.

30. References
• Microsoft Word - Key Elements of a Complete Proposal-rev09-2-
3.docx (stockton.edu)
• Proposal writing (slideshare.net)
• PROPOSAL WRITING: STAGES AND STRATEGIES - ppt download
(slideplayer.com)
• Basic components of a proposal | Foundation Relations | UMass
Amherst
• Business Plan Writing and Development (Harvard Medical School)
- Vinit Nijhawan June 27, 2023
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31. 11/11/2023 31
Thank You